Administrative Assistant I

Company Description

UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

Job Description

Union: Non-Union

Number of vacancies: 1

New or Replacement Position: New

Site: Princess Margaret Cancer Center 

Department: Surgical Oncology

Work Model: On-Site

Reports to: Urology Division Head

Hours: 30-35 hours per week

Salary: $23.14–28.92 per hour

Shifts: Weekdays; Monday - Friday

Status: Casual

Closing Date: October 25, 2026

Position Summary

The Administrative Assistant I is expected to exercise sound judgment, initiative, and a degree of independence in the performance of administrative and secretarial duties. The incumbent is responsible for providing efficient administrative, reception, scheduling, and referral support to multiple physicians within the Division of Urology. The incumbent will collaborate closely with clinical and other administrative team members and provide cross-coverage for administrative colleagues within the division as required to ensure continuity of operations and exceptional patient care.

Duties

• Coordinating and managing patient referrals and related documentation. Scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments, and completing reminder communications for scheduled patients.
• Scheduling and coordinating patient appointments, diagnostic tests, procedures, and surgeries using EPIC and other applicable systems.
• Responding to patient inquiries in a professional, courteous, and timely manner.
• Surgical time scheduling, waitlist management. 
• Managing and maintaining physician and clinic schedules, calendars, and appointment bookings.
• Preparing, processing, and maintaining correspondence, reports, forms, and other documentation.
• Organizing, maintaining, and retrieving electronic and paper-based records in accordance with organizational policies and privacy requirements.
• Performing clerical and administrative support functions as assigned. 
• Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN including registering patients, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system
• Follow-up and upload documentation following patient consults with clinicians, nurse coordinators, and allied health, including transfer of notes back to referring clinician
• Provide backup/cross-coverage support as a member of an operational administrative team 
• Ability to support physicians in various office locations (i.e. Walk between UHN sites for assigned duties)

Qualifications

• Completion of Secondary School or recognized equivalent
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
• Some related administrative support experience
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required
• Excellent interpersonal, verbal and written communication skills
• Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred
• Experience working in a health care environment is an asset
• Fluency in a second language is considered an asset (e.g., French)
• Knowledge of medical terminology is an asset 
• Excellent organizational and time management skills
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Able to operate effectively in an interdisciplinary team

Additional Information

Why join UHN?

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP )
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates. Please ensure you check your email regularly. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.